Facilities Manager - Johannesburg at Empact Group

Main Purpose of the job

• Responsible for managing all aspects of the site services through self perform team, or subcontractors. Technical understanding and management including maintenance on building, equipment. To ensure high levels of clients satisfaction and excellent financial performance through the management and development of the site team and great operational standards.
• The manager will be required to manage the contract within the sector's strategy, contract specifications and statutory regulations as well as ensure overall efficient and effective management of the contract to provide a great customer experience on all levels.

 Key performance areas 

Site Management

• Supports the bid design and build of any new business within the infrastructure portfolio within the scope of the role
• Implements mechanisms to stay abreast of issues impacting on facilities
• Develops project plans and schedules, and assesses the execution
• Produces weekly, monthly, and quarterly management reports as required by Regional
• Implements and ensures compliance with client policies and
• Manages relationships with all stakeholders including but not site client, suppliers and Empact group.
• Ensure operational effectiveness with minimal disruption to
• Ensures all work undertaken conforms to the Health and Safety Act and complies with National Building
• Ensures First Aiders and Fire Marshals are appointed and trained following
• Ensures cleaning staff efficiency on-site at all times and manages cleaning routines
• Coordinates the repairs and replacements of all office
• Supervises all outsourced facilities

Contractor/Vendor Management

• Assists Senior Management with the identification of suitably qualified contractors/vendors as determined by the business operational
• Conducts Progress & Performance reviews with contractors/vendors at the regional
• Oversees the contractor’s conformance to the client`s contracts and
• Assigns, monitors, and coordinates assignments (plan and organize work).
• Resolves conflicts with minimal or no disruptions to overall daily
• Ensures all escalations regarding contractor/vendor performance/non-performance are escalated to the line

Project Management

• Ensures accuracy and completeness of information submitted to management on projects to avoid delays.
• Prepares and distributes information and statistics for Management and client reports from
• Develops alternative processes and procedures to improve and expedite time frames, cost, and
• Communicates daily with contractors on progress and conducts weekly progress meetings

Budget Management

• Validates and approves all contractor/vendor quotations and invoices
• Manages all payments requests and ensures that payments are facilitated within contractual time frames.
• Implements measures to ensure accurate accruals and payments of utility
• Monitors the budget to ensure efficiency and effectiveness of operation while staying within budgetary limits.
• Plans, estimates, controls and administers the yearly costs/budgets
• Tracks progress in terms of requisition and payment process, invoice and requisition history, and payments made vs. payments outstanding

Document Management

• Reviews and approves contractor
• Ensures all documentation information
• Keeps records (hard copy and electronic) of all permits, and

People Management

Leadership

• Leads by example in living the values of the organization
• Ensures the department is fully equipped to handle the workload and distribute workflow
• Coaches to ensure a full understanding of consequences of errors

Creates an environment that fosters teamwork and co-operation amongst team members

• Communicates effectively, building and maintaining relationships
• Ensures consistent compliance to company policies and procedures, corporate governance, and relevant legislation

Attraction & Selection

• Ensures appropriate staffing and action accordingly
• Identifies need for the creation of the position and forward recommendation to direct manager and HR
• Ensures appointments are in line with EE targets/strategy
• Selects and places candidates in terms of agreed recruitment and selection process

Retention

• Develops and empowers people, recognizing and rewarding value-added performance

Training and Development

• Continually strives to up-skill and motivate staff through effective leadership, mentoring, coaching performance improvement, and the creation and implementation of individual development plans
• Monitors implementation of training needs as per individual development plans

Career Pathing and Succession Planning

• Identifies, manages, and develops talent

Performance Management

• Sets direct reports quantitative and qualitative performance objectives and ensures individual performance objectives are in place and reviewed to meet organizational and individual needs
• Ensures bi-annual performance reviews take place with direct reports, identifies poor performance, and takes proactive measures to implement improvement

Education and experience required:

• Grade 12 with at least a commerce/business management qualification
• At least 5 years experience in facilities or property management
• At least 3 years industrial site experience
• 5 years hard services, technical management experience
• Good understanding and experience of Safety, Health, Environment, and Quality
• Operational experience at management level
• Experience in managing technical and non-technical staff
• Working knowledge of equipment, materials, and supplies used in facilities management
• Driver’s License is required

Knowledge, Skills, and Competencies:

• Excellent knowledge of the catering, cleaning, housekeeping, and reception services environment
• Practice inspection practices for damage and safety factors
• Computer literate (MS Office)
• MS Projects skills
• Excellent customer services skills
• Excellent communication and report writing skills
• Financial Acumen
• People Management & Leadership Skills
• Driven, self-motivated
• Decision-making ability
• Performance orientated
• Good knowledge of South African and Industry-specific Labour Laws

Key areas of responsibility: (in addition to the above)

• Manages all site support services including building, equipment, and walkways
• Comply with the Service level agreement entered into with the client
• Ensures that all procedures for site waste disposal are followed and are in line with legislation and environmental policies.
• Liaises with support functions to ensure site requirements are
• Manages and implements systems to ensure that processes are followed and appropriate behaviors are reinforced on-site
• Maintains adequate staffing levels and rosters following the
• Promotes innovations and continuous review of site work
• Completes all site administration in a timely and efficient manner
• Meets with the site staff to identify high-risk tasks or hazardous situations and introduces appropriate control
• Complies with appropriate OHSE and Food Hygiene
• Thorough knowledge in roistering staffing plus basic stock control
• Working knowledge in developing and implementing strategies to ensure continuous improvement
• To keep within budget for spare parts, labour, food, cleaning materials, and utensils, and all other miscellaneous costs
• Effective control of company and client assets as scheduled in the contract
• Recognizes any weakness within the contract and client relationship and develops and implements appropriate improvement mechanisms
• Manages the introduction of innovations where they will result in business improvement and/or greater client satisfaction
• Collaborate with Key Account Manager to review client expectations against contractual Introduces corrective action where necessary.
• Provides employees with regular communication about client feedback
• Implement quality monitoring systems that measure customer satisfaction, client and contract compliance
• Represent the company at regular on-site client meetings
• Provides staff with information on site targets, and standards of conformance
• Leads and communicates effectively to identify and reports problems up the line absorbs and analyze new information quickly Notices abnormalities that suggest investigation
• Follows operating procedures to ensure all brand and signage requirements are met

Closing Date 20 July 2023